Privacy Policy

Effective date: 1 January 2025 | Last updated: 25 October 2026

MentorShield ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains what personal data we collect, how we use it, and your rights regarding that data when you use MentorShield.com.

1. Information We Collect

We collect the following categories of personal data:

Account data: Name, email address, optional phone number, role (student / tutor / parent / school administrator), and password (stored as a secure hash).
Profile data: Curriculum or learning context, level, subjects, goals, subject-code preferences where relevant, academic information, profile photo, and bio information you choose to provide.
Session data: Booking history, tutor-submitted progress notes, and session feedback / ratings.
Payment data: Online payment processing is currently paused. Where fees are arranged manually, enrollment or payment records may include the amount, status, and transaction reference. Do not send full card or bank credentials through MentorShield forms or messages.
Usage data: Pages visited, features used, device type, browser, IP address, and referring URLs collected via server logs and cookies.
Contact enquiries: Name, email address, selected audience and enquiry type, message, country or region if provided, optional phone number, role-specific details you choose to provide, and the IP address associated with the enquiry.
Communications: Messages sent through our contact form or support email, contact email verification codes, and the acknowledgement email sent after a contact enquiry is accepted.

2. How We Use Your Information

We use your data to:

Create and manage your account and facilitate enrollment and session scheduling.
Match students with suitable tutors based on board, class, subject, and subject code.
Manage enrollment and any applicable fee or payment records. Online payment processing is currently paused.
Share relevant session progress notes between tutors, students, and linked parent accounts.
Send service-related communications (booking reminders, policy updates).
Respond to your support queries and resolve disputes.
Improve platform features, detect fraud, and ensure platform security.
Comply with legal and regulatory obligations.

3. Legal Basis for Processing (GDPR)

Where the General Data Protection Regulation (GDPR) applies, we process your data on legal bases appropriate to the purpose, including performance of a contract, legitimate interests such as platform security and improvement, and consent where it is given for a specific purpose. You may withdraw consent for processing based on consent.

4. Data Sharing

We do not sell your personal data. We share data only with:

Tutors: Your name, class, board, and contact preference are shared with your assigned tutor to facilitate sessions.
Organisation administrators: Relevant account, learner, and activity information may be available to authorised administrators in the organisation that manages your account.
Payment processors: Payment processor sharing is currently inactive while online payments are paused; it will resume once payment services are re-enabled.
Analytics provider: The website currently loads Google Analytics to measure site usage and interaction with features.
Infrastructure providers: Hosting and cloud services (subject to appropriate data processing agreements).
Legal authorities: Where required by applicable law or a valid legal order.

5. Data Retention and Account Deletion

To request deletion of your account and associated personal data, use our account and data deletion request page. We verify self-service requests through the email address associated with the account. A tenant administrator may also delete an inactive account managed by their organisation. After a verified request or authorised tenant-admin deletion, we remove account identifiers and private profile information, revoke sign-in access, and remove private account links. Shared learning and organisation records may be retained where needed for continuity, safety, legal, or operational reasons; where retained, the account identity is replaced with “Deleted account”. Free-text learning or organisation content may itself contain personal information and may require a separate review. The last active organisation or platform administrator must arrange an administrator handoff before deletion can be completed.

Contact enquiry records are retained while needed to respond to and manage the enquiry and may be kept longer where required for operational, safety, or legal reasons. The contact form's email verification code is temporary and expires after 10 minutes.

Some records may be retained where required by law or to resolve legal claims. The deletion request page explains what is removed and retained. For questions about a request, contact support@MentorShield.com.

6. Cookies and Tracking

We use strictly necessary cookies for session management and login. The website also currently loads Google Analytics, which may use cookies or similar technologies to measure page visits and feature interactions and may process usage, device, browser, and network information. We do not use third-party advertising or social media tracking cookies. You can restrict cookies through your browser settings, though this may affect platform functionality.

7. Children's Privacy

MentorShield may support learners of different ages and levels. When a learner is under 18, a parent or guardian must create the account and provide consent. We do not knowingly collect personal data from minors without parental consent. If you believe a child's data has been collected without consent, contact us immediately at support@MentorShield.com.

8. Data Security

We implement industry-standard technical and organisational measures — including encrypted storage, TLS in transit, and access controls — to protect your data against unauthorised access, disclosure, alteration, or destruction. No online transmission is entirely risk-free; we will notify you promptly in the event of a data breach affecting your information.

9. Your Rights

Depending on your jurisdiction, you have the right to:

Access a copy of the personal data we hold about you.
Correct inaccurate or incomplete data.
Request deletion of your data ("right to be forgotten").
Object to or restrict certain processing activities.
Receive your data in a portable format.
Withdraw consent where processing is based on consent.

To request account and associated personal-data deletion, use the account and data deletion request page. For other privacy requests, email support@MentorShield.com with the subject line "Privacy Request".

10. Third-Party Links

The platform may contain links to external websites (e.g., official board syllabus pages). We are not responsible for the privacy practices of those sites and encourage you to review their own policies.

11. Changes to This Policy

We may update this policy periodically. We will notify you of significant changes via email or an in-app notice. The "Last updated" date at the top of this page reflects the most recent revision.

12. Contact Us

For any privacy-related questions or requests, contact us at support@MentorShield.com. We aim to respond within 5 business days.

Last updated: 25 October 2026